• Assist in the execution of special events and Board meetings.
• Maintain schedule of special events and Board meetings in ArtsVision.
• Oversee room preparation (load-in and load-out) and serve as primary support liaison at events and Board meetings to check-in guests and troubleshoot problems that may arise.
• Collect and manage guest data for major fundraising events including galas
• Answer phones and monitor the Graham Room, Special Events, and Boards email accounts.
• Print place cards, escort cards, menu cards, nametags, and Board meeting packets along with other materials as needed.
• Make follow up calls to Ardis Krainik Society luncheon guests.

The William B. and Catherine Graham Room

• Take and record dining reservations and cancellations.
• Respond to inquiries via the Graham Room email account.
• Create attendance forecasts and share with Portfolio Managers and J&L catering 7 days prior to each Graham Room service, up to 50 services per opera season.
• Prepare and distribute reservation reports.
• Attend Graham Room services as needed.
• Update and maintain PoS system.
• Manage membership dining billing system.
• Create surveys for member feedback.
• Act as the main point of contact between Lyric and J&L Catering for the Graham Room and manage J&L and Lyric partnership.
• Maintain membership records (off-season)
• Work with J&L catering to take annual inventory of Graham Room supplies and order supplies as necessary (off-season)
• Oversee the maintenance and upkeep of the Graham Room and work with the Facilities team to make replacements and improvements as necessary (off-season)
• Execute 2 annual menu tastings: schedule dates, create and distribute invitations, manage RSVPs, share feedback from the Women’s Board with J&L catering (off-season)
• Assist J&L catering in server training, including the planning and execution of an annual Trial Graham Room service (off-season)
• Update sponsor signage in the Graham Room annually (off-season)
• Print seasonal menus and wine lists.

Other

• As the business evolves, so may this role. These duties may change as Lyric’s leadership identifies the need at any time.

KNOWLEDGE AND SKILLS:

• Bachelor’s Degree from an accredited college or university.
• Previous experience in restaurants or events is preferred.
• Knowledge and interest in the arts is a plus.
• Must be over the age of 21.
• Strong organizational, interpersonal, and written/oral communication skills are required.
• Proficiency with MS Office products (Word and Excel) is required; proficiency with Google (Gmail, Google calendar is necessary; knowledge of Tessitura and ArtsVision is a plus.)
• Ability to work and think independently, a motivated self-starter who also works well in a larger team.

WORK CONDITIONS:

• Ability to regularly work evening or weekend events.
• Ability to operate a computer and to handle other office equipment.
• Ability to lift 25+ lbs.
• Ability to sit for extended periods.